Gmail SMTP Setup for Shared Agency Email in GHL

Gmail SMTP for Shared Agency Email in GHL

The Problem

GoHighLevel only allows ONE Google account natively per location. With multiple team members, you need a workaround.

The Solution

Use a shared email (e.g., hello@ironautomations.com) via Gmail SMTP, not GHL's native email.

Setup Steps

1. Create shared Gmail account (e.g., hello@yourdomain.com)
2. Enable 2FA on the Google account
3. Generate App Password:
   • Go to Google Account → Security → App Passwords
   • Create a new app password
   • Copy the 16-character password
4. Configure in GHL:
   • Go to Settings → Email Services → SMTP
   • SMTP Server: smtp.gmail.com
   • Port: 587 (TLS) or 465 (SSL)
   • Username: hello@yourdomain.com
   • Password: [App Password from step 3]
5. Set From Name: Use brand name (e.g., "Iron Automations") or team member name depending on workflow
6. Use aliases for different team members within the same account

Why This Over GHL Native

• Bypasses one-Google-account limitation
• Makes the email "evergreen" — not tied to one person
• Team members can use themselves as aliases per workflow
• Account uses brand logo, not personal photo
• Dedicated sending domain for better deliverability

Common Issues

• App passwords disappear: If you switch accounts or change security settings, app passwords may be deleted. Regenerate them.
• From email showing wrong address: Check workflow email action — the "from email" field may be pulling from calendar configuration or staff settings rather than SMTP config
• Variables not resolving in test emails: Custom variables like {{appointment.user.first_name}} may not populate in test mode — only resolve with live contacts

Dedicated Sending Domain

Set up a dedicated sending domain for your agency email to improve deliverability. This is separate from the SMTP configuration and handled in GHL email settings.